Taking the Creep Out of Scope Creep


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Managing Project Scope

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Taking the Creep Out of Scope Creep

  1. 1. Achieving business excellence Webinar:Taking the Creep out of Scope Creep: Managing Project Scope April 3, 2012 11:00 AM – 12:30 PM 1ITMPI005
  2. 2. Achieving business excellence Janet Russac, CFPS, CSMS Principal Software Measurement Expertise, Inc. (SME) jrussac@SoftwareMeasurementExpertise.com Michael Milutis Director of Marketing Computer Aid, Inc. (CAI) Michael_milutis@compaid.com 2
  3. 3. Achieving business excellence AboutSoftware Measurement Exper tise, Inc. (SME)• Janet Russac, CFPS, CSMS – Principal/Owner • Over 30 years experience as a programmer, analyst and measurement specialist in software application development and maintenance • Leads a team of experienced consultants who offer expertise in: • Function Point Counting • Software Measurement • Estimation • Auditing • Training • Mentoring • Benchmarking 3
  4. 4. CAI Achieves IT Operational Excellence 4
  5. 5. PDU CREDITS FOR THIS WEBINARThe Project Management Institute has accredited this webinar with PDUs 5
  7. 7. Achieving business excellence Topics• What is project scope, scope management and scope creep?• What causes scope creep?• Is all scope creep bad?• How can scope creep be avoided?• How can scope creep be managed? 7
  8. 8. Achieving business excellenceDefining Scope, Scope Management and Scope Creep 8
  9. 9. Achieving business excellence• Project Scope • As defined by the Project Management Institute Project Management Body of Knowledge (PMBOK): • The features and functions that are to be included in a product or service. • The work that must be done to deliver a product with the specified features and functions. 9
  10. 10. Achieving business excellence• Project Scope Management • As defined by the Project Management Institute Project Management Body of Knowledge (PMBOK): • The processes required to ensure that the project includes all the work required, and only the work required, to complete the project successfully. 10
  11. 11. Achieving business excellence• Scope Creep • Also known as “scope change” or “scope gallop” • Definition according to the International Function Point Users Group (IFPUG): • Additional functionality that was not specified in the original requirements, but is identified as the scope is being clarified and the functions defined. 11
  12. 12. Achieving business excellenceScope Creep is the primary cause oflate deliveries and potentially "never ending" projects! 12
  13. 13. Achieving business excellence Causes of Scope Creep 13
  14. 14. Achieving business excellence • Poorly defined project scope in the Project Statement • Not clearly identifying what is in scope and what is out of scope • Poor requirements analysis • Not spending enough time gathering business requirements • Assuming you know what is needed 14
  15. 15. Achieving business excellence • Poor project requirements • Requirements are ambiguous or open to interpretation • Requirements not fully documented • Poor project control / lack of change control • Not having a process to manage changes • Not following the process to manage changes 15
  16. 16. Achieving business excellence • Underestimating the Complexity of the Project • Failure to use similar projects from the past to estimate the current project • Not Involving Users Early Enough • Thinking you know what the users want or need • Not involving the users in both the requirements analysis and design phases 16
  17. 17. Achieving business excellence • Indecisive project stakeholders • Project stakeholders indecisive about the functionality and scope they require • Too many project stakeholders who have differing priorities and objectives • Multiple project stakeholders arguing over prioritization of functionality to be delivered 17
  18. 18. Achieving business excellence• Gold Plating • The practice of exceeding the scope of a project in the belief it is adding value • Developers add new features believing they will increase customer satisfaction • These changes consume time and budget, and are not guaranteed to increase customer satisfaction 18
  19. 19. Achieving business excellence Is all scope creep bad? 19
  20. 20. Achieving business excellence• Unavoidable scope creep • Market trends are continually changing. • Changes to requirements are required to keep abreast with competition. • Government / Regulatory requirements could change. • These have to be implemented. • Products out of your control with which your project must interface could have changes to them. 20
  21. 21. Achieving business excellenceHow can scope creep be avoided? 21
  22. 22. Achieving business excellence • Write an accurate and detailed Project Scope Statement. • Get the statement approved by all project stakeholders during project initiation. • Ensure that project requirements are accurate, documented and approved. • All of the project stakeholders must read and approve the requirements. 22
  23. 23. Achieving business excellence• Good initial estimating and planning • Well-written requirements are necessary for good estimates! • Requirements need to be complete, unambiguous, detailed and sizable. • Use historical data for similar projects to generate the estimates. • Utilize these estimates in your project plan. 23
  24. 24. Achieving business excellence• A Change Request Process must be defined and adhered to by all. • Assess the impact of the change request on time, cost and schedule. • Review this analysis with the project stakeholders. • Get approval of the change request from the project stakeholders. 24
  25. 25. Achieving business excellenceHow can scope creep be managed? 25
  26. 26. Achieving business excellence• Educate the customer / stakeholder. • Make the customer aware of the implications of the change request in terms of its impact on time, schedule and costs.• Establish a good rapport with the customer and other project stakeholders. • A good rapport leads to open discussions and better problem resolutions. 26
  27. 27. Achieving business excellence • Actively manage expectations. • Set project expectations with the customer stakeholders and get the buy in from the customer. • Manage the project team. • All team members should be fully aware of the project scope and concentrate on delivering it and nothing more. 27
  28. 28. Achieving business excellence• Have a formal change request process. • The change request should be documented. • The business benefit of any change request should be assessed. • Cost and time estimates as well as schedule adjustments need to be done for each change request so the customer is clear about its impact. • Approval from the customer is required before including the change as addition to 28 the scope.
  29. 29. Achieving business excellence Conclusions 29
  30. 30. Achieving business excellence• Turn a potential negative into a positive!• Project team and project stakeholders work as a team to effectively manage the changes by not affecting the project timelines and budget.• Effectively managing scope creep means: ☺Successful delivery ☺Quality product ☺Improved customer satisfaction ☺Happy project team 30
  31. 31. Questions? 31
  32. 32. CAI Sponsor s T he IT Metrics &Productivity Institute: • Clearinghouse Repository of Best Practices: WWW.ITMPI.ORG • Weekly Educational Newsletter: WWW.ITMPI.ORG / SUBSCRIBE • Weekly Webinars Hosted by Industry Leaders: WWW.ITMPI.ORG / WEBINARS • ACCESS WEBINAR RECORDINGS ANYTIME AT WWW.ITMPI.ORG / LIBRARY • Follow Us on TWITTER at WWW.TWITTER.COM / ITMPI • Join Our Network on LINKED IN at WWW.ITMPI.ORG/ LINKEDIN • Follow Us on FACEBOOK at WWW.ITMPI.ORG/ FACEBOOK • Find Out About Our CONFERENCES at WWW.ITMPI.ORG/ EVENTS 32
  33. 33. Achieving business excellence Janet Russac, CFPS, CSMS Principal Software Measurement Expertise, Inc. (SME) jrussac@SoftwareMeasurementExpertise.com Michael Milutis Director of Marketing Computer Aid, Inc. (CAI) Michael_milutis@compaid.com 33